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Flinders University Case Study of BasWare IP Implementation

Why BasWare?. Easy tracking of invoices in workflow with different queues for invoice stagesSuperior controls for electronic authorisation with full audit historyApproval matrix with cost centre, project, amount and date rangesVery user friendly with minimum training requiredPersonal archiv

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Flinders University Case Study of BasWare IP Implementation

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    1. Flinders University Case Study of BasWare IP Implementation WPP grant 40,000 supplier invoices 20,000 payment requests for employees and students Market research was done in April 2008 Technology One Financials workflow using Xcellerate IT BasWare IP using Readsoft Final selection of BasWare IP May 2008 Pilot programme live 20th October 2008 all users on line 10th November 2008

    2. Why BasWare? Easy tracking of invoices in workflow with different queues for invoice stages Superior controls for electronic authorisation with full audit history Approval matrix with cost centre, project, amount and date ranges Very user friendly with minimum training required Personal archive folder for each user with image and full audit history Autoflow from Readsoft to BasWare to coders

    3. Implementation steps Dedicated mail box and email account for creditors invoices Letters to major suppliers New policy for the authorisation of University Expenditure Removed storage in Accounts department and replaced with a scanner and workstation Configured and tested the system Documented procedures and trained the user group Advised staff to stop coding and approving on paper copy and forward direct to Accounts

    4. How does it work? Invoices delivered direct to Accounts dept from mail box Invoices scanned in Readsoft using OCR then put into bundles for archiving Invoice verified by accounts staff who add a department code Invoice is then auto flowed out to all users attached to the department code Each user receives an email with a hyperlink to the BasWare Thin Client Invoice is coded then forwarded to an approver Invoice is approved then sent direct to the ready to transfer queue Invoice transferred into AP on the finance system

    5. Readsoft actions Readsoft software Interprets the image scanned Accounts officers verify data in all invoices, assigned by alpha group Supplier can be selected from a pick list using a view to the finance tables Any field not interpreted by the software is verified by dragging the mouse over the data A Supplier’s definition is saved to a template when their first invoice is verified Optimisation can be used to ”teach” the software certain rules for a Supplier

    6. Readsoft verification

    7. BasWare IP modules Thin Client web based access for users to code and approve invoices IP Master for accounts payable staff to monitor and redirect invoices IP Admin for system administration Monitor for enquiry and reporting

    8. BasWare Thin Client for coding and approval

    9. IP Master Invoices in Flow queue

    10. Invoice Processing queues From scanning to transfer into the finance system the invoice can be viewed by accounts payable staff Invoices are separated into queues in BasWare IP Master according to their status Unprocessed invoices Invoices in Flow Returned Invoices Invoices to be cancelled Invoices ready for transfer to AP All Invoices Invoices can be redirected to multiple departments AP can view the coding, invoice history or update the details Due dates highlighted and reminder emails sent

    11. Returned Invoice queue

    12. Post implementation review Negatives Initial problems with coding for mixed tax treatment invoice lines No official delegations were held for corporate accounts Initial backlog of invoices for with the scanning and verification Suppliers slow to change mail address

    13. Wins AP and user group love it Reduced duplicated invoices and eliminated lost invoices Drill down on account gives the invoice image Reduced the possibility of fraudulent and inappropriate approvals Full audit tracking Payment details uploaded to BasWare Decision not to purchase a Cash Management application

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